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Description • Process claims (invoices) for assigned contracts which include the following steps for each contract:

• Maintain contract file with copy of contract, contact information, copies of all invoices with backup for calculation of invoice amounts, and other needed documents and log of accounts receivable.

• Reconcile grant financial records with general ledger and prepare monthly expenditure spreadsheets showing budget, expenditures to date, and balance by line item.

• Prepare invoices based on actual expenses and contract terms and budgets. For contracts that require draw down of funds, record the on-line draw down after review and draw by Controller.

• Prepare monthly journal entries to record indirect cost and accounts receivable or other items specific to each contract.

• Prepare payroll and other expense journal entries to reclass expenses to the appropriate grants, if needed.

• Assist Program Director in processing expense reallocation to fully utilize the grant award.

• Report on grants and custodial programs

• Maintain a log of all reporting requirements beyond monthly invoices, such as quarterly, semi-annual and/or annual reports and close out reports. Prepare these reports in a timely manner.

• Send copy of monthly expenditure spreadsheet showing status of contract to Program Directors after spreadsheet/invoice is approved by the Controller

• Track and log into all accounts receivables and funds received from contractor and follow up with emails and phone calls when funds are past due.

• Send monthly Statement of Activities Program Summary on assigned contracts to Program Manager/Directors and be prepared to explain budget to actual variances.

• Keep the Controller, Accounting Manager and Program Director informed of any issues related to your contract in a timely manner.

• Report immediately and directly to the Controller or Accounting Manager regarding any billings or contractual issues or concerns.

• The list of grants currently the Grants Accountant II will be responsible for includes but is not limited to: Immigration and Refugee Services grants and other duties assigned by the Controller and Accounting Manager.

• Follow established program protocols

• Adhere to all agency policies and procedures

• Submit program reports and statistics in a timely manner; the current deadline for billings is the 15th of every month.

• Participate in departmental meetings, on-line webinars and other training opportunities

• Review and record all accounts receivables on assigned grants for the Agency. Requirements Bookkeeping, Accounts Payable (AP), Accounts Receivable (AR), Bank Reconciliations

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